Checking for Duplicates and The BD_CS Note
Last updated: June 5, 2025
Checking for duplicates is essential because it affects our process efficiency and the reliability of our CRM. By ensuring that each lead is unique, we can:
- Maintain an accurate and reliable CRM
- Avoid unnecessary data clutter
Organized and streamlined data allows us to:
- Manage our leads effectively
- Enhance reporting
- Make informed decisions
Identifying and removing duplicates improves our internal workflows and provides a better experience for our clients and prospects.
For processes such as:
- Demo Requests
- New URL Objects
- New Companies
- New Partners/Affiliates
Lead generation must check for duplicates to ensure that each lead is unique before adding it to the CRM.
To check for duplicates effectively, utilize all available search options:
- AI search
- Searches within contacts and leads
- Website searches
- Social media searches
To conduct an effective search, begin by looking for any contact information provided by the submitter or available on the website and social media. Start with the following:
- Company’s exact URL: https://fareharbor.com
- Company’s domain name only: fareharbor.com
- Company’s name only: FareHarbor
- Company’s phone number: +1855495555
- Company’s email address: sales@fareharbor.com
- Company’s contact name: Sam Luther
Checking for Duplicates
For URLs:
Many websites no longer require “www” and simply use the root domain. For technical reasons, some other websites still use it. If present:
- Ensure that the lead is searched with and without “www”
For Phone Numbers:
- Ensure the spaces are removed and the phone number features the country area code
For Email Addresses:
Companies may use different email addresses with various domains
- Search the email address domain when it varies from the provided website
- Ensure all uppercase letters are converted to lowercase
For email addresses translated into different languages:
- Search for both the original version and the English equivalent
The Contact Share Note (BD_CS)
The BD_CS note records cases when a non-active lead shares details with other leads in Close such as:
- Phone numbers
- Email addresses
- Contact names
If it’s unclear how the leads are related:
- Add the new lead is added to Close
The lead owner will decide whether the leads should be separate or treated as one with shared ownership. If they need to be merged, the lead owner will fill out a Merge Request Form for the Lead Gen Advanced Process team to process.
For leads with shared contact information:
Add the BD_CS note. Type “/” in a new note to open the Quick Insert Menu. Select the BD_CS snippet and adjust the note as necessary.
Create a summary of the note into the “Description” field of each lead involved.
Additional Guidelines
Linked Companies: If the shared contact is part of a group of linked companies (e.g., corporations with multiple brands), only document the lead that shares the contact or the primary lead in the note. For leads originating from the Demo Form, always:
- Create a task for the Regional Sales Ops with the note: “Possibly part of a linked group.”
Web Developers: It is not uncommon that the same web developer is reaching out to FareHarbor for a demo on behalf of a specific client. If the POC is present on multiple leads in Close,
- Create a separate lead for that web developer
- Add a note mentioning the shared contact